the full Signify HR feature list.

Human Resource Management
Feature List
Signify HR | Feature List
©2012 Signify Software
Page 1 of 42
Table of Contents
Introduction to the Signify HR Feature List ............................................................................... 3
General ....................................................................................................................................... 4
Portal .......................................................................................................................................... 5
Organisation Structure............................................................................................................... 6
Employee Information Management ........................................................................................ 7
Job Profiler Module.................................................................................................................. 17
FAIS Management (South Africa Only) .................................................................................... 18
e-Learning ................................................................................................................................ 20
Training Scheduling and Course Bookings ............................................................................... 22
Centralised Course library........................................................................................................ 26
Training Provider and Formal Institution Library .................................................................... 27
Personal Development Plan (PDP) ........................................................................................... 28
Security .................................................................................................................................... 29
Employment Equity and Skills Development Reports ............................................................. 30
Performance Management Module ........................................................................................ 31
Recruitment and Selection ...................................................................................................... 33
Leave Management ................................................................................................................. 35
Employee Self Service (ESS) ..................................................................................................... 37
Reports ..................................................................................................................................... 40
Dashboards .............................................................................................................................. 42
Page 2
Introduction to the Signify HR Feature List
The Signify Human Resource Management System enables you to effectively manage your workforce using a
combination of feature-rich modules. With the release of version 5, great emphasis was placed on creating a userfriendly and visually appealing portal allowing the employee quick access to self-service functionality. The portal has
also been designed as a tablet-friendly interface, allowing users to access some functionality from their favourite
tablet using standard browser functionality. Although great care was taken to provide an accurate and true
representation of the features, due to on-going development certain items listed, may differ from the actual
functionality in the system.
Signify HR is available in three main suites of products. Each suite typically consists of the following modules:
A. Signify Human Resource Management
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Organisation Structure
Employee Information Management (Foundation or Enterprise)
Job and Position profiling
Employee Self Service (ESS)
Leave Management
FAIS Management
Recruitment and Selection
Employment Equity and Skills Development Reports
Personal Development Plan (PDP)
Dashboard
Reporting (relevant to selected modules)
HR
B. Signify Learning Management System (LMS)
a.
b.
c.
d.
e.
f.
g.
h.
Organisation Structure
Employee Information Management (Foundation)
Training Scheduling
e-Learning
Personal Development Plan (PDP)
Employee Self Service (relevant to selected modules)
Dashboard
Reporting (relevant to selected modules)
LMS
C. Signify Performance Management
a.
b.
c.
d.
e.
f.
g.
Organisation Structure
Employee Information Management (Foundation)
Performance Management
Personal Development Plan (PDP)
Employee Self Service (relevant to selected modules)
Dashboard
Reporting (relevant to selected modules)
PM
Important: Although the above suites represent typical configuration options, the system is modular which allows
you to purchase only the modules you need. Refer to the colour coding of each suite to identify the typical modules
for these suites.
Page 3
General
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The System is “Themed” to have client-specific colour scheme. Although the colour scheme and company logo
can be incorporated, the system layout will remain standard and can only be customised where indicated
The System is completely web-based and runs on standard Microsoft Technology (C# ASP.NET and MS SQL
Server)
The system can manage an organisation with multiple legal entities (or companies) having different business
rules, by using Schemas
Each Schema represents an entity with its own set of business rules, lookup lists and email configurations
Some lists and features are shared across all schemas and cannot be controlled per schema – such as the
centralised qualification list
Employee records (employee information) can be synchronised with company HR or payroll system (such as
SAP, Oracle, etc.)
Employee information (or other employee related information) can be made available to external systems via
database level views
Active Directory (AD) integration allows for single sign-on and AD authentication. An AD integration guide is
available on request
A centralised Notification Module is used to send email and SMS notifications to specified recipients and is
interfaced to each of the modules within Signify HR. This module allows for the creation of email templates
with pre-define recipients. The bodies of the emails can by branded according to your organisation’s
requirements.
Page 4
Portal
HR
LMS
PM
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A user-friendly portal with number of quick links that can be turned on or off per implementation, give
employees access to relevant end-user functionality. These links include:
 Learning Quick Launch
 E-Learning Programs
 Book a course
 My Details
 My Employees
 My Training History
 My PDP
 Performance Management
 Upcoming Birthdays
 Reports
 My Self Service
Administrators also have quick access links to:
 System Administration
 Manage Attendance
 Manage Employees
The order and text on the above labels can be set per schema (within certain parameters)
The menu item that is configured to be the first one in the list above will determine which page will serve as the
landing page - this is the first page that the user will see when logging into the system.
Each employee can upload a photo to personalise the portal. This feature can be switched off per
implementation. If employee pictures are available in a centralized location, these pictures can be referenced
from the specified location.
Page 5
Organisation Structure
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When creating a new agreement, there is an option to create a new agreement from scratch or to copy from a
previous assessment period
Subsequent agreements within the same agreement year can be different from each other
When a manager creates agreements for direct subordinates, such agreements can be copied from previous
agreement periods of all direct subordinates of the manager
Automatic email notifications are sent when:
 Employee approves agreement
 Manager approves agreement
Future dated agreements can be created in anticipation of upcoming performance periods
Create multiple organisation structures for planning purposes
Identify one organisation structure as the active structure
Each structure consists of a multiple organisation units. Each unit related to a parent organisation unit of a
different type
Structure allows for multiple organisation types (Example: Company, Division, Section, Department)
Create an organisation structure up to 26 levels deep.
Each organisational unit is defined in terms of:
 Validity period (Start Date and End date)
 System generated reference number
 Type
 Code
 Name
 Description
 Additional information
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Organ of state (yes / no)
Training Budget
Trade Name
Alternative Registration Name
Alternative Registration Number
Registration Number
Tax registration Number
UIF Number
National Pension Fund Number
Contact Person Name
Contact Person Number
Contact Person Telephone
Contact Person Fax
Contact Person Email
Business Address Line 1, 2, 3, 4, Province, City / Town, Code
Postal Address Line 1, 2, 3, 4, Province, City / Town, Code
Business Type – Memo field
Each position profile inherits its position attributes from a job profile
Link multiple positions to each organisation unit. Select these positions from the Job Profiler Module – one by
one or select multiple positions at a time
Move positions from one organisation unit to another
Define the validity period per position (Start Date and End Date)
Employees are ultimately employed in positions on the active org structure. This allows you to identify vacant
positions
Page 6
HR
LMS
PM
Employee Information Management
HR
LMS
PM
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Two versions of the Employee Information Management system are available:
 Foundation version. Basic Employee Information Management is required as the foundation for any of
the additional modules in the system. See indicators in feature list below
 Enterprise version. This module includes all the advanced modules that are not explicitly listed below
as a loose standing module – such as FAIS, Leave etc. See indicators in feature list below
Users are given access to pre-defined Subgroups. A subgroup is a grouping of employees in the organisation
based on common data values such as “Division”, “Department”, “Job Title”, “Gender”, “Level” etc.
Search for employees based on:
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Employee number
Name
Surname
ID Number
Current and previous employee records can be accessed
Employee records are divided into different sections and sub-sections. Users are given access to these sections
and sub-sections (or groups of sections and sub-sections) based on specific access levels. These sections and
sub-sections include:
 Employee Profile
 Personal Information (The personal information group contains a large number of fields of
which only a few are mandatory).
 Personal Detail (Foundation and Enterprise)
o
o
o
o
o
o
o
o
o
o
o
Employee Number
Surname
Maiden Name
Trading Name (Tick box)
Name
Middle Name
Other Names
Initials
Title (Drop down list)
Known As
Home Language (Tick box)
Page 7
Employee Information Management (Continued)
o
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o
o
o
o
o
o
o
o
o
o
o
o
o
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This page is similar to the page used when an employee is appointed.
A user account for an employee can also be created from this page.
The employee’s appointment details are also visible.
Some of this information can be updated by an employee from the Employee Self Service
module
Additional Information (customisable section with examples below) .All of the fields have a list
of values (LOV) from which to choose. This section needs to be configured per client
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Global Number
Gender (Drop down list)
Race (Drop down list)
Ethnic Group (Drop down list)
Citizenship (Drop down list)
Nationality (Drop down list)
Birthday
Option for Either ID number or Passport
Social Security Number
Marital status (Drop down list)
Marital date (Calendar provided)
Disabled (Tick box)
Subsidiary (Drop down list)
Other
o
o
o
o
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Income Tax Reference Number
Biographical Information (Foundation and Enterprise)
Division Name
FSC Category
Hay Category
Hay code
Hay Job Level
Hay Job Title
Hay Level
Internal Occupational Category
Level 1 to 9 (With a list of values in each)
OFO code
SOC Code
Address (Enterprise)
 Home Physical Address
o
o
o
o
o
o
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Home Postal address (Option: can be populated automatically if Home Postal
address is same as Home Physical address) (Enterprise)
o
o
o
o
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Unit Number
Street Number
Suburb/District
City/Town/Village
Country (Drop down list)
Postal Code
Address
City/Town/Village
Country (Drop down list)
Postal Code
Business address (Enterprise)
o
o
o
o
o
o
o
Region (Drop down list)
Floor Number (Drop down list)
Address
City/Town/Village
Country (Drop down list)
Postal Code
The business address can be populated automatically from the organisation structure
Page 8
Employee Information Management (Continued)
o
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Contact Details (Foundation and Enterprise)
 Lists of contact details with local examples provided. The following fields are
available:
o
o
o
o
o
o
o
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Document Name
Category
Edit Document
Delete Document
View Details
Download Document
o
Dietary Requirements (Enterprise and Event Management Module)
 Addition of a list of values established by the organisation. (with the Option to add
more than one or delete)
Family History (Enterprise)
 Addition of a list of values established by the organisation. (with the Option to add
more than one or delete)
Vehicle (Enterprise)
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Home Telephone Number
Work Telephone Number
Mobile Phone Number
Email Address
Fax Number
Skype Name
Some of this information can be updated by an employee from the Employee Self Service
module
Documents (Enterprise)
 Can attach documents such as an ID book, CV etc.
o
o
o
o
o
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Some of this information can be updated by an employee from the Employee Self Service
module
Make
Model
Engine Capacity
Registration Number
Benefit type (Drop down list)
Repayment period (Drop down list)
Acquired date (Calendar provided)
Purchased date (Calendar provided)
Mileage
Manufacture Year
New Vehicle (Tick box)
Sold (Tick box)
Financed (Tick box)
Next of Kin (Enterprise)
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Existing employee (Tick box)
Relationship (Drop down list)
Name
Surname
Other Names
Gender (Drop down list)
Title (Drop down list)
Nationality (Drop down list)
ID
Contact Type(Drop down list)
Date of Birth (Calendar provided)
Passport Number
Employee Number
Page 9
Employee Information Management (Continued)
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Criminal record (Enterprise)
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Addition of a list of values established by the organisation. (with the Option to add more than one or
delete)
Valid Between start date
And End Date
Some of this information can be updated by an employee from the Employee Self Service module
Permit (Enterprise)
 Addition of a list of values established by the organisation. (with the Option to add
more than one or delete)
 Valid Between start date (Calendar Provided)
 And End Date (Calendar Provided)
 Some of this information can be updated by an employee from the Employee Self
Service module
Medical history (Enterprise)
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Nature of Offence (Drop down list)
Sentence imposed/outcome
Date Sentenced (Calendar provided)
Sentence Expiry Date (Calendar Provided)
Police station where case is registered
Court Name
Case Number
Drivers licence (Enterprise)
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Next of Kin
Primary Contact
Some of this information can be updated by an employee from the Employee Self Service module
An Emergency Contact Detail report is available for the above.
General physical
Systems
Existing conditions
Occupational diseases
Referrals
Documents
Asset (Enterprise)
 Multiple assets such as Notebooks, access cards, furniture, equipment can be linked
to employee records as required
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o
o
o
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o
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Type (Drop down list)
Item (Drop down list)
Quantity
Serial Number
Description
Date issued (Calendar provided)
Expected return date (Calendar provided)
Actual return date (Calendar provided)
On an employee’s resignation HR is notified about company assets due for return
Leave – See Leave module feature list (Enterprise and Leave module)
Employee Funding (Enterprise)
 Employee funding is used to keep track of items such as expenditures that require
work-back periods.
Page 10
Employee Information Management (Continued)
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Organisational Assignment (Foundation and Enterprise)
 Appointment History
 Shows employee start date in Group
 It provides an options to –
o Transfer an employee - This functionality is used to transfer an employee
between positions, whether in a schema or between schemas. Fields
available are :
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Terminate an Employee or just terminate one of an employee’s positions.
Information available on this Page is (Position Company; Appointment Type;
Primary Position; From and To date. Fields available are:
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o
Position
Primary Position
Appointment type (Drop down list)
From and to Date (Calendar provided)
Comment
Previous Employment (Enterprise)
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Employee’s last day of service in company (Calendar provided)
Reason for ending employment (Drop down list)
Option to Keep position Vacant of terminate position
A comment Box for later Use (if the employee is not to be re-appointed)
 Command button: Terminate employee
Appoint an employee in another Position (This simply means that an
employee will now hold more than one position in the organisation
simultaneously)
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Reason for Transfer - selected from a list of values
New position (list of values)
Primary position
Appointment type (Drop down list)
First day in new Position (Calendar provided)
Last day in new Position (Calendar provided)
Transferred to – Selected from a list of values
Employee’s last day of service in the company will be (Calendar provided)
Employee will be available in new company from (Calendar provided)
Transfer employee (Command Button)
Employer
Position (selection options)
Show Project detail
Industry Relevant (Tick box)
Start date (Calendar provided)
End date (Calendar provided)
Years of experience
Total relevant experience
Reference
Reference Contact
Notes (Comments field)
 Option to report significant experience.
Reporting Lines
 Each employee can be linked to different “managers”, depending on process. These
reporting lines include:
o Line Manager
o Secondary Line Manager
o FAIS Manager
o Leave Manager Alternate Approver
Page 11
Employee Information Management (Continued)
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o Leave Manager
o PDP Main Approval
o PDP Secondary Approval
o Performance Management Manager
o Salary Review Manager
o Training Manager
Employee Development (Enterprise and Event Management and e-Learning)
 This section focuses on an employee’s development in terms of training development plans,
training history, performance management history etc.
 Assessment List provides a list of Online Assessments attempted by the employee
 Learner Detail
 Track the status of employees against a list of values:
o
o
o
o
9 Check boxes
8 Date boxes
4 Text boxes
2 Memo boxes
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The labels of these items can be changed using the data dictionary – per system, not
per schema.
Learner Record (provides a view of employees training and qualification history)
 Capture training, unit standards, skills programmes, learnerships, qualifications on
individual learner records.
 Allow for batch capturing of training records to multiple employees.
 Print Training and qualification records for individual employees.
 Search by Title/Provider within a person’s learner record
 Option to see summary or full view or learner record
 Categories covered are: Training, Qualifications, Unit standards
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Various fields are available and a high degree of customisation is allowed
o Training Title / Qualification Title / Learnership Title
o Training Provider
o Facilitator
o Start Date
o End Date
o Training Completed
o Competent
o Non-Completion Reason
o Score
o Pre-test score
o Costs
 Multiple cost descriptions can be added
 Example: Course Cost, Accommodation Cost, Transport Cost, Printing Cost etc.
o
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Difficulties
o Notes
Actions that can be executed are
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Batch Editor
Synchronise old employee number
Reset employee assessments
Add record
Delete
Print learner records (classic)
Print learner records (standard)
Page 12
Employee Information Management (Continued)
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Manage bursary expenses on employee qualification or Learnership records:
o Bursary Detail
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Periods
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Description
Amount
Expenses
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Description
Start Date
End Date Limited Funding
Re-Application Needed
Subjects
Contributions
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o
Application documents received
Start Date
End Date
Mentor / overseer
Status
Terms and conditions
Comment
Invoice Number
Invoice Date
Invoice Received Date
Amount
Description
Payment Date
Payment Received by
Paid by Employee (Yes / No)
Employee to be reimbursed (Yes / No)
Date Employee reimbursed
Performance Management – Refer to the Performance Management section for more details
regarding this.
PDP – Refer to the PDP section for more details regarding this.
 Professional Memberships. Provide an option to add professional associations for an
employee using the following fields:
o Membership Type
o Institute
o Membership Number
o Expiry Date
Training Role
 Training roles are used as an indicator or definition of what training an employee is
required to undergo regarding a specific subject matter area. This implies that every
training role can be linked to different training courses and an employee’s progress
on the required courses can then be monitored. This requires configuration from
Signify.
Employee Talent Rating (included here is the Nine box Talent Rating)
 In order to better understand your workforce, to know where to focus your training
initiatives or if the correct talent distribution of personnel is available for a particular
project it is necessary to have some grasp of the talents and potential in your
organisation. This section enables you to graphically plot an employee’s talent rating
using the nine box talent matrix. The description for each box is customisable.
Page 13
Employee Information Management (Continued)
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Strengths and weaknesses
 The purpose with this section is to allow drafting a list of the strengths and
weaknesses an employee exhibits.
 Notes
 The notes section allows for the capturing of multiple comments on an employee.
Employee Relations (Enterprise)
 Complaints – Provides a section where a complaint can be logged for the employee for record
keeping. Fields available are:
 Short description
 Transgression
 Transgression date (Calendar provided)
 Category (Drop down list)
 Seriousness (Drop down list)
 Responsibility
 Follow update (Calendar provided)
 Followed Up (tick box)
 Cost to company
 Resolved Outcome
 Receipt date (Calendar provided)
 Comments
 Disciplinary Advanced
 The disciplinary detail section allows for the capturing of:
o Disciplinary Action
o Disciplinary Action Outcome
o Organisation unit at the time of the disciplinary action
o Union member at the time of the disciplinary action
 The disciplinary section enables multiple tabs for the capturing of certain key data
depending on the disciplinary action and action outcome combination. The tabs that
can be enabled or disabled are:
o Charges
 Add multiple charges, each with
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Counselling
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Manager
Representative (Can be employee or external person)
Witness (Can be employee or external person)
Notes
Follow-up required (and review date if selected)
Hearing
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o
Date of infraction
Charge Code / Charge Description
Details of infraction
Prosecutor (Can be employee or external person)
Chairperson (Can be employee or external person)
Representative (Can be employee or external person)
Infraction
Consultation
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Request for Consultation Date
Consultation Date
Consultation Chairperson (Can be employee or external person)
Reason for consultation
Page 14
Employee Information Management (Continued)
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Legal Payments. Add multiple records containing:
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Consultation Outcome (Decision upheld / Re-instatement)
If re-instatement:
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Re-instatement value
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Re-instatement date
Legal Representative Name
Description of Service
Amount
Invoice number
Date of invoice
Date of payment
o Documents. Attach multiple documents to the specific case.
 Each disciplinary action can be linked to a grievance process.
Grievance. The grievance section enables the tracking of the grievance process in terms of:
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Grievance reason
Grievance description
Referral Date
Date Received
Grievance Reference Number
If request is received after 30 days, condonation application is required:
o
Condonation application received (Yes / No)
o
Application Date
o
Outcome / Comments
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Conciliation
o
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o
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Arbitration notification
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o
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Request for arbitration (Yes / No)
Date of application
Date received
If request is received after 30 days, condonation application is required:
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Condonation application received (Yes / No)
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Application Date
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Condonation application granted (Yes / No)
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Outcome / Comments
Pre-arbitration
o
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o
o
o
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o
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Receive notification of Set-down Date
Actual Set-down date
Postponement requested?
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New set-down date
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Postponed by?
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Outcome
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Resolved (Yes / No)
Pre-arbitration requested (Yes / No)
Date requested
Actual pre-arbitration date
Pre-arbitration requested by
Reason for pre-arbitration
Parties notified
Granted
Pre-arbitration resolved (Yes / No)
If pre-arbitration resolved
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Pre-arbitration outcome (Re-instatement / Settlement)
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Retrospective Back pay
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Minutes of Pre-Arbitration received on
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Date of Pre-Arbitration minutes sent to council
Arbitration
o
o
Notification received of Set-down Date
Actual Set-down Date
Page 15
Employee Information Management (Continued)
o
o
o
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Arbitration outcome
Decision upheld (Yes / No)
No cost awarded (Yes / No)
 Documents. Attach multiple documents to the specific case.
Compliance (Enterprise and FAIS Management)
 FAIS – Information
o Link employees to multiple FAIS Licenses (FSPs). For each FSP, define:
 FAIS License and Role. Define role of person by selecting:
 FAIS Representative. Select the applicable financial
categories and indicate Advisory / Intermediary status as
well as Fit and Proper status.
 FAIS Supervisor. Select the applicable financial categories.
 FAIS Key Individual. Select the applicable financial
categories.
 Link each FAIS rep to a Key Individual and Supervisor if
applicable.
 FAIS Status (such as Active, De-barred, etc.)
 FAIS Experience. Log FAIS experience per financial category.
 OHS – Occupation Health and Safety. Provides Information on the company’s elected
Occupational Health and safety personnel
o HAS Representative
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o
Fire Fighter
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o
Currently active
Type (Drop down list)
Certificate number
Dates valid from (Calendar provided)
Assigned to
First Aider
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Currently active
Type (Drop down list)
Certificate Number
Dates valid From (Calendar provided)
Assigned To
Currently active
Type (Drop down list)
Certificate Number
Dates valid from (Calendar provided)
Assigned to
First Aider Level (Drop down list)
Remuneration (Enterprise)
 The purpose with this page is purely informational. Remuneration information for an
employee is extracted from a client’s own payroll system and displayed in this section.
Page 16
Job Profiler Module
HR

Create a list of unique job titles. The “Detail” section of the job profiler module is always available as part
of the Signify HR and LMS system. Each job profile has a set of attributes in the following sections:
 Job Description Details – (Employee Management Enterprise and Foundation)
 Job Profile Details
 Job Code/Identifier, Job Title, Secondary Job Title
 OFO Code (selected from a library)
 Occupational Category
 Job family
 Job Level
 Business Process
 Level of work
 Job Profile Grading
 Add multiple grading systems and grade each profile against each of the grading
systems
 Administration
 Compiled By
 Status
 Sources
 Office Use
 Documented By
 Validated By
 Date of validation
 The following sub-sections of the Job Profiler module are only available if the Job Profiler module is
purchased.
 Add multiple notes (comments) to each profile
 Attach multiple documents to each profile
 Job Access
 Defines the access the employee in this job will have in terms of:
o Building Access
o Gate Access
Page 17
FAIS Management (South Africa Only)
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o IT Systems Access, etc.
 An automated email can be generated to the departments who are responsible for
granting the access, or to remove access when a position becomes vacant.
 Output Profile
 Job Intent/purpose – Identify purpose, major challenges, decision limits and
responsibilities
 Career Path – Identify Position, Future Position 1, Future Position 2, Future Position 3
(Free text)
 Outputs – define the output standards and success indicators
 Business processes – define the processes that must be adhered to
 Create multiple Key Performance Areas
o KPA Description (memo field)
o Outputs (memo field)
o Descriptor (memo field)
o Measures (memo field)
 Add multiple Key interactions
o Type (Internal External)
o Contact (example: Heads, Managers, Team Leaders, Staff)
o Purpose
 Requirements Profile – define the required:
 Qualifications (From system library)
 Training Interventions (From system library)
o The required training courses are displayed on an employee’s Personal
Develop Plan (if the PDP module is purchased)
 Professional Status (Memberships)
 Experience
o Process / Place / Area
o Involvement (Example: Trainee, Management, Senior Management)
o Period (Years)
o Importance (Example: Essential, Recommended, Optional)
o Competencies (from a library)
 Define single list of competencies on required levels OR
 Define competency matrix per grade
 Specify proficiency level and description
 Competency library can be categorised as leadership, behavioural,
technical, etc.
o Knowledge and Skills
 Skills Programmes
 Unit Standards
 Driver licence
 Personal Attributes
 Linked to each job title is a list of positions. Each position is set to inherit its attributes from
the generic parent job title. These attributes can be overridden for selected positions.
 Keep record of different versions of job profiles
 View Job Profile report – can be customised per Schema
Organisations that employ FAIS representatives are required to maintain a FAIS representative register and
to send changes on the status of representatives to the Financial Services Board (FSB) on a regular basis.
Page 18
The Signify HR FAIS Management module will assist you in the maintenance of the FAIS register, as well as
determining if certain fit and proper requirements are met.

Link employees to multiple FAIS Licenses (FSPs). For each FSP, define:
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FAIS License and Role. Define role of the employee on each license by selecting:
 Start Date on the specific license. This is date is used when submitting the register to the FSB.
 FAIS Representative. Select the applicable financial categories and indicate Advisory /
Intermediary status as well as Fit and Proper status for each financial category.
 FAIS Supervisor. Select the applicable financial categories that the employee may be a
supervisor for.
 FAIS Key Individual. Select the applicable financial categories. Select the applicable financial
categories that the employee may be a key individual for.
 Link each FAIS rep to a Key Individual and Supervisor (if applicable) per product.
 FAIS Status (such as Active, De-barred, etc.) and provide reason for such status.
 FAIS Experience. Log FAIS experience per financial category.
 Define the number of years and months experience before joining the organisation.
 Define the date from which the employee has started to gain experience on each product
category
 Integration to 3rd party systems is possible. Examples:
 If your organisation has a sales system that requires an employee to be on the FAIS register
for certain products, the synchronisation process can be used to verify such compliance.
System can be configured to create snapshots of the complete FAIS register (per FSP) on a regular interval
(example weekly). When submissions are made to the FSB, two snapshots are compared with each other to
determine the differences between these snapshots. The output of this comparison is the legislative (1A, 2U,
3D) report that is sent to the FSB.
An advanced report allows you to analyse compliance in terms of Level 1 and Level 2 exams as well as
compliance against required qualifications.
Page 19
HR
e-Learning
LMS

Learning Pathways allow for the creation of a blended learning approach. Some features include:
 Create a customised tree structure that should allow for easy navigation to required learning
pathways.
 Make tree nodes and pathways easily identifiable by uploading unique icons to each node.
 Identify key tree nodes or pathways and make them easily accessible via the e-Learning quick launch
portal.
 Allow employees to search for tree nodes or pathways using keyword search functionality.
 Re-link pathways under multiple tree-nodes. When a pathway is changed, it automatically changes in
all linked instances.
 Limit to pre-defined target audiences or open to all. Target audiences can be based on:
 Individual employees.
 Specific job titles.
 Manual target audiences (Provide SQL statement to enable nodes based on advanced
conditions)
 Publish and download (PDF, PowerPoint etc.)
 Book on scheduled training events from pathway
 If your organisation is using Questionmark™ as an assessment tool, the e-Learning module can be
integrated with Questionmark 4 and 5 via standard QM-Wise functionality.
 Publish and launch Questionmark Assessments
 Add Comments to pathway
 Allow user to accept pre-defined acceptance steps
 User can upload “Portfolio of evidence”
 Create step where user can enter “User message” feedback
 Launch interactive (non-SCORM) content
 Launch SCORM compliant content (1.2 and 2004)
 Upload interactive content that uses proprietary web services to connect with LMS
 Upload video files
 Link a learning guide from the learning guide document repository.
 Add Scholarship application process
Page 20
e-Learning (Continued)
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Embed YouTube videos
Define pre-requisites for most step types
Most of the above types can populate Learner Record (Employee training history) based on outcome of
step
 Define number of allowable tries for:
 Assessments
 Questionmark assessments
 SCORM content
 In case of assessments and SCORM define:
 Keep highest score
 Keep first score
 Keep last score
 Control look and feel of pathway steps by setting font size, font colour and font type.
 Embed URLs to link to external websites
 SCORM Content can deployed from multiple content servers
 Control look and feel of pathway navigation section by showing or hiding different navigation blocks
Assessment Builder
 Create question banks
 Randomise answers
 Multiple question types (single select, multiple select)
 Link questions to question groups
 Randomly select questions from question groups
 Randomise question ordering
 Define the number of questions to show on each page
 Embed images in questions
 Set time limit if required
 Set lock-out period if required. If the user does not successfully complete an assessment, he / she will
be “locked-out” of the assessment for the defined period and will not be able to attempt it again with
this period
 Use assessments as surveys
 Determine if results should be written to Learner Record (Employee training history)
Learning Guides
 Document repository categorised in custom tree structure
 Link any document type
 Keep historic versions of documents
 When linking a document, upload different types of the same document (such as MS Word, PDF,
PowerPoint) and decide which of these documents to be made available to the end user.
 Limit to pre-defined target audiences or open to all. Target audiences can be based on:
 Individual employees
 Specific job titles
 Manual target audiences (Provide SQL statement to enable nodes based on advanced
conditions)
 Make documents accessible in learning pathways
Page 21
Training Scheduling and Course Bookings
LMS

Event Administration (Administrator and Coordinator function)
 Schedule any “Classroom” type course available in the centralised course library
 Allow for Creation of new events by copying from any previous event
 Training Events are created and moved between the following phases:
 Planned event
 Confirmed event
 Cancelled event
 Finalized event
 Requested event
 Each event can have a status of:
 Not yet published
 Published to current schema
 Publish to all schemas
 When scheduling a course (by coordinator), the following information can be provided:
 Event Detail
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Event Status
Training Intervention (Course Name)
Overall Start date | Start time
Overall End Date | End time
Training provider
Venue / Room
Coordinator
Campus
Facilitator
Number of attendees (Minimum, Maximum, Wait list)
Settings to allow for bookings to be cancelled up to a number of days before the start of the event.
Settings to allow for bookings to be made up to a number of days before the start of the event.
Course Classification (In order to prioritise events)
Category – used to categorise courses where end-user searches for events
Course Type (Internal, external)
Intended Target Market (memo box)
Page 22
Training Scheduling and Course Bookings (Continued)
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Terms and conditions. If the “Terms and conditions” is populated, the user must accept it before the
request will be accepted.
Event Schedule
 Create schedules with multiple days, each with its own start- and end time. These
dates do not have to be consecutive.
Attendance
 Attendee Tasks allow the coordinator to setup reminders and track progress of things
to do per attendee, such as: Arrange parking, Arrange flight etc.
 Monitor attendee requirements such as wheel chair access, special parking etc.
 Monitor dietary requirements of attendees (if selected as part of booking process).
 Print different versions of the attendance register, such as:
o All Information on one page
o Event details and Employee details on separate pages
o One page per scheduled day
o Barcode format register
 Print barcode format register and use a barcode scanner to identify people who are
attending. If the barcode software exports the attendance date in a prescribed file
format, this file can be uploaded to automatically mark employees as attended,
cancelled or no-show.
 Where a course is also used as a step in a pathway, the Pathway progress report for
the all the attendees on specific event can be monitored.
Advanced features:
 Price. Provide a price structure that will be seen by the employee when a booking
request is submitted.
 Learner Record Cost. For reporting purposes, cost items can be associated to each
learner record. These cost items can include training cost, travelling cost,
accommodation costs etc. This cost is different to the cost that is shown to the
employee on the booking screen.
 A Requirements section, provision can be made for items such as wheel chair access,
parking arrangements etc.
 By setting up tasks on an event, the coordinator can track things to remember and
things to do pertaining to the specific event.
 A Resources section allows the coordinator to list all the physical resources that may
be required for the specific event, such as Computers, White boards, Stationery etc.
 A Feedback section allows the coordinator to link a pre-defined questionnaire or
“happy sheet” to the event. A link to the questionnaire is automatically sent from
the system after the event has taken place and employees’ attendance statuses were
updated.
o Custom templates with different questions can be created by a system
administrator.
o Question types include:
 Comment
 Single option
 Multiple options
 Value
Page 23
Training Scheduling and Course Bookings (Continued)
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By setting a Target Audience, the event can be made visible to a selected target
group. Target audiences can be based on:
o Individual employees.
o Specific job titles.
o Manual target audiences (Provide SQL statement to enable nodes based on
advanced conditions).
 Setup notifications – refer to Notification runner section.
Booking on a course (End-user function)
 List of published courses are available on the Self-Service portal. The employee can request a booking
via:
 Training calendar view
 Training search list
 “My Bookings” view
 Employee has the option of requesting a course if the specific course is not available in on the training
calendar or search list.
 Settings allow for Training requests to either be authorised by a manager or go directly to training
academy for confirmation.
 When requesting a course booking, the employee will view a screen containing the following
information:
 General Event Detail
o
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o
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o
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Event Reference Number
Event Status
Event Details
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Course Name
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Course Description
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Course Type
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Classification
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Category
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Region
Venue details
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Venue Name
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Venue Description
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Venue Address
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Venue contact details
Room Details
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Room Name
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Room Description
Event Schedule (dates and times)
Requirements in terms of:
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When can employee cancel
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Up to when can the employee request a booking
Training Provider
Facilitator
Coordinator
Available seats and wait list size
Price
Intended Target Market
Terms and Conditions
The Documents tab will list selected documents that were attached to the event by the
coordinator. This can include course material, maps, menus etc.
The Price tab indicates that course costs (if any) that are advertised by the coordinator.
The Evaluation tab allows an attendee to complete an evaluation form (if any) for the specific
course.
Page 24
Training Scheduling and Course Bookings (Continued)
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The Feedback tab allows the employee to view feedback from other employees that also
attended the same course in the past.
Email Notifications
 When submitting requests for training, many email notifications can be sent to inform the employee,
manager and training academy of such requests.
 Email notifications are also sent when booking requests are approved, declined or cancelled.
 Coordinators can resend certain emails such as Manager approval update, Event Update
 Coordinators can view email notification logs to verify which emails have already been sent.
Page 25
Centralised Course library
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The centralised course library is used in the following modules:
 Employee Management Enterprise and Foundation
 Event Management
 E-Learning
The course library is unique for each Schema in the system
Provision is made for amongst others, South African legislative fields. These fields are:
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HR
Short Code
Training Intervention Name
Description (html memo box)
Type (Classroom event, assessment, SCORM etc.)
Default Training Provider
Learning Type (Seminar / Conference, on the job, Distance, Classroom, e-Learning etc.)
Nature of Learning (Internal, External, Formal institution)
Training Classification
NQF Level (if applicable)
Credits (if applicable)
Event Management (Training Scheduling) specific fields:
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Event Management category
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Minimum and Maximum participants (default values used for Training Scheduling purposes)
Outcomes (html memo box)
Prerequisite (html memo box)
Skills Priority (SA-specific)
Expiry Period (months)
Training Category (generally used for SA DTI reporting and classification)
LMS
PM
A default costing structure with unlimited cost items can be linked to each course. This costing structure is then
used to pre-populate Learner Record costs when the course is used as a training event. The system can also be
configured to assign these default costs to e-Learning courses that are logged to employees’ Learner Records
(training history).
Course can be disabled – Course will still be available in library, but not selectable in other parts of the system.
Allow employee to print a pre-designed certificate when he / she has been declared competent for the specific
course.
Multiple documents can be attached to any course in the library. These documents are then accessible by any
person with the relevant access levels
Mauritius specific features:
 MQA Registration process
 Recoup costs
Page 26
Training Provider and Formal Institution Library
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The centralised provider and institution library is used in the following modules:
 Employee Management Enterprise and Foundation
 Event Management
 E-Learning
A centralised Training provider library is shared between all Schemas.
The following fields are available:
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HR
Provider Name
Is formal institution? Used to indicate if the provider is a university, College etc. where a formal qualification can be obtained
Contact Person
Physical Address
Postal Address
Telephone number
Fax number
Email address
Internet Website address
BBBEE rating (SA – specific)
Employer Approved (Yes, No)
Accredited Training Provider
Accreditation Number
Accreditation Level
Service Region
Business Description (memo box)
Page 27
LMS
PM
Personal Development Plan (PDP)
HR
LMS
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Companies have different descriptions for what is referred to as Personal Development Plan (PDP). The system
allows for the module to be given a client-specific description
Multiple PDPs can be created per employee, each with a period of validity (Start Date and End Date)
If set, an employee can create his / her own PDP
Functionality for manager to approve PDP
Manager can create PDPs for subordinate employees
PDP is divided in different section and each section can be switched off per Schema. These sections include:
 Company required courses. This section will show on every employees’ PDP and include courses such
as Induction
 Job Related Courses. Courses can be linked to job titles. These courses are automatically available on
the PDPs of employees with these job titles.
 Additional courses available in the course library of the Schema. The employee may select from any
course loaded in the Schema course library. When selecting a course, the following information is also
captured:
 Need (Free text)
 Reason (Drop down list)
 Priority (Drop down list)
 Course (Select from course library or free text)
 Additional courses NOT available in the course library of the Schema. In the case where a required
course is not available in the Schema course library, the employee may type the name of any course.
When providing such course name, the following information is also captured:
 Need (Free text)
 Reason (Drop down list)
 Priority (Drop down list)
 Course (Free text)
 Performance Related courses. This section allows the employee to select courses from the course
library to address competencies identified in the performance evaluation
For course listed on the PDP, statuses (completed, booked) are indicated on the PDP
Page 28
PM
Security
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Users are given access to employee subgroups which give them access to different groups of people in the
organisation. These access levels are set on tab level in the Employee Management module. Examples:
 Personal Information and Additional Information (View / Edit)
 Address and Contact Details (View / Edit)
 Dietary Requirements (View / Edit)
 Organisational Assignment
 Appointment History (View / Edit)
 Reporting Lines (View / Edit)
 Employee Development
 Assessment List, Learner Detail, Learner Record, Training Roles (View / Edit)
 PDP, Employee Talent Management, Strengths and weaknesses, Notes (View / Edit)
 Etc.
On module level, the following access roles can be granted to users:
 Event Management Module
 Event Administrator
 Event Coordinator
 Event Manager
 E-Learning
 Learning Administrator
 Learning document administrator (Learning Guides section administrator)
 HR Processes
 HR Processes Administrator
 HR Processes User
 Job Levelling
 Job Levelling Administrator
 Job Profiler Administrator
 Job Profiler User
 Leave Management
 Leave Administrator
 Organization
 Organisation Structure Administrator
 Organisation Structure User
 Performance Management
 Performance Management Administrator
 Recruitment
 Recruitment Administrator
 Remuneration
 Remuneration Administrator
 Salary Review
 Salary Review Administrator
 Security
 Schema Administrator
Reporting rights
 Provide user access on report folders
 Provide user access on report level (single reports)
Page 29
HR
LMS
PM
Employment Equity and Skills Development Reports
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Run standard EEA2 and EEA4 reports as per the latest SA Department of Labour format
Run generic WSP and ATR reports that include Race, Gender, Age Group, Disability, OFO Code. These reports
are not aligned to ALL SETA formats, but can be changed (customised) to suite your specific SETA requirements
The WSP and ATR reports include:
Headcount in terms of Race, Gender, Disability, Age Group and OFO Code or SOC Code
Training Beneficiaries in terms of Race, Gender, Disability, Age Group and OFO Code or SOC Code
WSP Report can be created from PDP data (if the PDP module is licensed)
Run any of these reports for any part of your organisation
HR
LMS
Page 30
Performance Management Module
PM
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The Performance Management module combines a number of performance management process elements
into a single, wizard-like interface enabling a user to always know where he finds himself in the overall process.
The Module administrator can setup the following items in the module libraries:
 Agreement years (Define Start Date, End Date and Active status)
 Assessment Frequencies (Example: Annual, Bi-Annual, Quarterly)
 Assessment Periods (Example: First semester, second semester, etc.)
 Contract Weight Items
 Key Performance Areas
 Key Performance Indicators
 Rating Scales
 Perspectives
The system allows the descriptions or labels of the following items to be changed as per client terminology:
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Agreement Year
Assessment Frequency
Assessment Period
Comments
Contract Weight Items
CWA (Calculated Weighted Items)
Development Categories
Key Performance Area
Key Performance Indicator
Manage Final Scores
PDP (Personal Development Plan)
Performance Agreement
RA (Revised Average)
Rating Scales
Measures
Standards
Manager can create agreements on behalf of direct subordinates
When opening the performance management portal, the employee has the option of viewing his / her own
agreement or the agreement of employees reporting directly to him / her.
Page 31
Performance Management (Continued)
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If the employee does not have a Performance Management manager (see “Reporting Lines” section in
“Employee Information Management” section), he will be prompted to confirm if the default line manager
should be used as the Performance Management manager as well. If confirmed, the line manager is
automatically linked to the employee.
The employee may only continue with the process if a Performance Management manager has been specified.
When creating an agreement, the assessment frequency is selected from the pre-configured list of frequencies.
When opening an agreement, a summary view indicates what the status of each step in the process is by
showing each step as:
 Grey – to be started
 Orange – started but still in progress
 Green – completed
Each performance contract / agreement consist of the following sections:
 Key Performance Area (KPA) section – The following fields are populated when a KPA record is created:
 Perspective
 Key Performance Area
 Key Performance Indicator
 Measures
 Rating Scale
 Comments
 Weight
 Key Competency Section (KC) section – The following fields are populated when a KC record is created:
 Key Competency
 Proficiency
 Rating Scale
 Comments
 Company Values
 The organisation’s values (Example: Integrity, honesty, respect) are defined in the Job Profiler
module. The values are displayed on the Performance agreement and the employee’s
behaviour can be evaluated against these values:
 Employee can provide comments and rate himself on each value
 Manager can provide comments and rate employee on each value
 Manager specifies final rating on each value
 Leadership behaviours
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Managers undergo an assessment based on a set of values agreed to by the organisation
 Employee can provide comments and rate himself on each value
 Manager can provide comments and rate employee on each value
 Manager specifies final rating on each value
Module can be setup to require dual approval (Manager and employee both have to approve)
Once an assessment period has been approved, the assessment period can be rated
Each KPA / KPI is rated by both employee and manager and also has a final rating which represents the rating
agreed to between the employee and manager
If required, some KPA / KPI records can be excluded from the final rating calculation
System automatically calculates final rating
Final rating can be overridden if required
Once the employee or manager has rated the assessment period, it is approved and ultimately finalised
Page 32
Recruitment and Selection
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Positions that need to be advertised are selected from the job profiler module and the following values need to
be set:
 Company reference number
 Advertise From Date
 Advertise To date
 Position available From date
 Status (In perpetration, Publish to Group, Publish to Schema)
 Publish Internally
 Publish Externally. This option requires integration to the company website and additional
customisation
 Salary Range
 Show Salary Range – Never, Internal only, External Only, Always
 Reason for recruitment (drop down list)
 Advertisement Quality Assured (Yes / No)
 Further Enquiries contact person Name and contact details
 Comments
 Documents linked to the job profile in the job profiler module can be shown as part of the
advertisement – if correct setting set
When applying for a position, the employee will open the application detail section and complete the following:
 I am applying for the position because …
 Comments
 Upload CV and any additional documents
 Rate self (All, None, Not all but some, Not all but most) in terms of
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 Add references
View list of applicants in administration module
 Type of position (Internal / External)
 Employee applying for position
 Application Category (Example: Appropriate for alternative position, Not Appropriate, Shortlisted)
 Application Status (Application submitted, Appointed, Cancelled, Interviewed, Invited for Interview,
Not submitted yet, Shortlisted)
 Motivation for application
 Attached documents such as CV
 View applicant ratings (All, None, Not all but some, Not all but most) in terms of
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Experience
Qualifications
Professional Memberships
Experience
Qualifications
Professional Memberships
 View applicant references
Send email notifications:
 Holding letter for candidates
 Unsuccessful applicant- not shortlisted
 Invite to interview
 Unsuccessful applicant- after interview
 Invite to second interview
 Interview Letter
Page 33
HR
Recruitment and Selection (Continued)
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Modify individual notifications before they are sent
On the recruitment portal, employees are able to view a list of advertised positions. On each advertised
position, the employee can:
 Apply for the position
 View the job profile as defined in the job profiler module
 Download documents that are attached to the job profile in the job profiler module and set as such
Page 34
Leave Management

The leave module consists of three major parts:
 Administration section where the following items are setup
 Leave Types (Example: Annual Leave, Sick Leave, Maternity Leave etc.)
 Leave Group. Each employee is linked to a leave group which assigns the employee to a predetermined list of leave types. Each leave type in the leave group has the following attributes:
 Cycle Length (months) - Length of the leave cycle entitlement
 Cycle Amount (days) - Number of days entitled to during the Cycle Length
 Cycle Start - When should the leave cycle start (1 January / Date engaged)
 Cycle Accrual - When should the entitlement be issued (At cycle start / Daily /
Monthly)
 Balance viewable by user: If selected, the leave balance will be viewable in the
booking screen (Yes / No)
 Show the leave type if its balance is zero: If selected, an employee is able to see this
leave type if the balance is zero. (Yes / No)
 Allow booking in advance: If selected, a leave type can be booked even though there
are no days available in the leave balance. (Yes / No)
 Allow Max Carry Over - Number of days to carry over into the next cycle
 Enable half day booking - Allow the user to book half days
 Maximum balance - The maximum allowed balance for this leave type. Extra leave
days above this balance will be lost.
 Forfeit Period (months) - The number of months the employee has to take the leave
difference between balance and carry over. -99 indicates no forfeit applicable.
 Enable time booking - Allow the user to book a period of time for the day
 Forfeit Amount - The number of days the employee has to take balance and carry
over. “-99” Indicates no forfeit applicable.
 Allow accrual on first cycle: An employee is allowed to accrue leave in their first cycle
(yes / No)
 Define a list of public holidays, used to calculate non-working days
 Define list of work schedules (Example: 5 day worker, 6 day worker) and identify the days that
are working days
 Rule sets are used to calculate leave accruals based on relevant leave groups and leave types
 Identify Peak Period groups. These groups can be used to indicate peak periods to managers
when having to approve leave requests
 Employee leave record administration where updates to employee records are conducted. This section
is available as part of the employee profile:
 Leave: (administration side)
 Detail
o
o
o
o
Leave Group (Drop down list)
Work Schedule (Drop down list)
Peak Period (Drop down list)
With an option to Save or Process Leave

Leave Balances

Leave Records (an option to search using the following criteria)
o
o
o
o
o
Shows Leave Balances per type
Leave type (Drop down list)
Status (Drop down list)
Dates between (Calendar provided)
With an option add, delete and print leave records submitted either by the employee or on his
behalf by HR
Page 35
HR
Leave Management (Continued)
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Leave Cycle (an option to search using the following criteria)
o
o
o
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Leave Adjustment (an option to search using the following criteria)
o
o
o
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Leave type
Dates between (Calendar provided)
With options to Print Leave Accrual Records
Leave transactions (an option to search using the following criteria)
o
o
o
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Leave type
Dates between (Calendar provided)
With options to add, delete, correct and Print Leave Adjustments Records
Leave accrual (an option to search using the following criteria)
o
o
o

Leave type (Drop down list)
Dates between (calendar provided)
With an option to Print leave Cycle Records
Leave type
Dates between (Calendar provided)
With options to Print Transaction Records. This screen is a summary of all transactions,
including leave records, leave adjustments and leave accruals of an employee’s leave
Employee self Service (ESS) section where employees apply for leave and managers respond to these
requests:
 Request Leave
 View my leave history
 View leave calendar of employees reporting directly to me
 View who’s on leave calendar
When employee requests leave:
 Leave balances for available leave types are shown
 Leave Type has to be selected
 Employee has to stipulate:
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I will be on leave from …
I will be on leave to …
Start Time …
End Time
I will be back at work on …
I will be on leave for … days
During my leave please contact …
Supporting documentation
During my leave I can be contacted at
Comments
Page 36
Employee Self Service (ESS)
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The ESS module is a self-service portal that allows employees to:
 View “My Requests”
 Create a “New Request”
 View “My Inbox”
The ESS portal is categorised in the following sections:
 General HR requests. This section allows you to create different categories for HR requests (Example:
General requests, IR requests, Salary confirmation etc.). When an employee submits a request, the
request is sent to the “Inbox” of all administrators linked to the specific category. Full track record of
requests conversations can be viewed by employee and respondent
 View Vacancies (published in Recruitment and selection module)
 Request Resignation
 Leave (Only available if Leave Module is purchased – see Leave module feature list)
 My Details: this is part of the Self Service Portal (ESS) that allows employees to;
 View My Organisation
 View My Preferences
 View / Edit My Details
 View My Payslip
 View My Organisation: This section allows an employee to see in which subgroup and at what level
one is in, within the Organisation Structure by expanding and contracting the structure
 View My Preferences: An employee can select a page they want to have as their system landing
page .i.e. the first page seen when logging into the system
o
o

My Payslip: An employee can search for a payslip stored in the system. The search criteria includes
the following:
o
o
o

Select preferences
Save preferences
Document Description
Document Type (Drop down)
Document Date Between (calendar provided)
And date: (calendar provided)An important part of the ESS portal is a section that allows employees to
update their own information. When accessing the module, the employee has to accept the provided
terms and conditions. Once confirmed, the following sections and fields are available for update or
view:
 Personal Details
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Surname (Hide, View or Edit)
Trading Name (Hide, View or Edit)
Name (Hide, View or Edit)
Other Names (Hide, View or Edit)
Initials (Hide, View or Edit)
Title (Hide, View or Edit)
Known As (Hide, View or Edit)
Home Language (Hide, View or Edit)
Middle Name (Hide, View or Edit)
Income Tax Reference Number (Hide, View or Edit)
Employee Number (Hide, View or Edit)
Age (Hide, View or Edit)
Maiden Name (Hide, View or Edit)
Contact Details
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Home Telephone Number (Hide, View or Edit)
Work Telephone Number (Hide, View or Edit)
Mobile Telephone Number (Hide, View or Edit)
E-mail Address (Hide, View or Edit)
Page 37
HR
LMS
PM
Employee Self Service (Continued)
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Biographical Details
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Passport (Hide, View or Edit)
Visa (Hide, View or Edit)
License (Hide, View or Edit)
Work Permit (Hide, View or Edit)
Next of Kin
 Add multiple next of kin records
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Gender (Hide, View or Edit)
Race (Hide, View or Edit)
Ethnic Group (Hide, View or Edit)
Citizenship (Hide, View or Edit)
Nationality (Hide, View or Edit)
Birthday (Hide, View or Edit)
ID Number (Hide, View or Edit)
Marital Status (Hide, View or Edit)
Marital Date (Hide, View or Edit)
Disabled (Hide, View or Edit)
Type of Disability (Hide, View or Edit)
Change of Citizenship (Hide, View or Edit)
License / Passport
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Fax Number (Hide, View or Edit)
Skype Name (Hide, View or Edit)
Surname (Hide, View or Edit)
First Name (Hide, View or Edit)
Other Names (Hide, View or Edit)
Initials (Hide, View or Edit)
Title (Hide, View or Edit)
Preferred Name (Hide, View or Edit)
Relationship (Hide, View or Edit)
Date of Birth (Hide, View or Edit)
Home Telephone Number (Hide, View or Edit)
Work Telephone Number (Hide, View or Edit)
Mobile Phone Number (Hide, View or Edit)
Gender (Hide, View or Edit)
Nationality (Hide, View or Edit)
ID Number (Hide, View or Edit)
Passport Number (Hide, View or Edit)
Emergency Contact (Hide, View or Edit)
Next of Kin (Hide, View or Edit)
Alternative Number (Hide, View or Edit)
Email (Hide, View or Edit)
Preferred Method of Contact (Hide, View or Edit)
Skype (Hide, View or Edit)
Maiden Name (Hide, View or Edit)
Previous Experience
 Add multiple experience records
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Employer
Position
Specify a specific project (optional)
o
Ability to select from a list of projects from the “Resource Planning” module
o
Project Name
o
Value of project
o
Project Description
o
Responsibilities
o
Industry relevant (Yes / No)
o
Start Date
Page 38
Employee Self Service (Continued)
o
o
o
o
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Qualifications
 Add multiple qualifications
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End Date
Reference
Reference Contact
Notes
Qualification Title (Hide, View or Edit)
Institution (Hide, View or Edit)
Name on Certificate (Hide, View or Edit)
Qualification Credits (Hide, View or Edit)
Number of Credits Obtained (Hide, View or Edit)
Start Date (Hide, View or Edit)
End Date (Hide, View or Edit)
Subjects (Hide, View or Edit)
In Progress (Hide, View or Edit)
Professional Memberships
 Add multiple membership associations
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Membership Type
Institute
Membership Number
Expiry date
Page 39
Reports
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Most of the reports listed here and in any other Signify HR module, form part of the standard
implementation. However this document must under no circumstances be viewed as exhaustive or final a
reflection of our reporting capability, since reports are added or changed regularly depending on a client’s
needs
Signify reports can be exported to CSV, Word and excel files (this includes the EEA and SD reports)
In this Module a system administrator will be able to:
 View and run “Report”
 See “Last Run Reports”
 Manage “Profiles”
 Use “Query builder”
 “Manage Reporting Structure”
Reports: It is in reporting where all the reports, standard and customised are listed per module. It is
important to note that the naming and the fields of the reports can be written specifically to suite the
client/organisation. See a list of reports below
 Employee Profile Reports
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Demographic summary report
Employee terminations report
Employees with active appointments report
List of employees report
List of employees extended report
Data integrity report

Recruitment and Selection Reports

HR Processes Reports
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Vacancy an advertisement report
HR request report
Organisational Structure Reports
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All positions report
Export organisation structure report
Positions linked to organisation structure

Audit Reports
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FAIS Reports
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Employees self-service audit report
FAIS register report - Live - complete register
FAIS snapshot comparison report
FAIS snapshot report
Performance Management Reports
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Training general report
Performance agreement status report
Performance rating distribution (per agreement year)
Performance rating distribution (per assessment period)
KPA audit trail report
Performance list report
Training Reports
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LMS
PM
System Reports

HR
Training general report
Training total summary report
Time and attendance clocking report
Demographic profile report - OFO codes and age
Manage employees report by race and gender
List of employees report with qualifications
Monthly training report general, with scores and dates
Training done per OFO codes and age training monitoring report summary
Did my employees complete a specific assessment or course report
Page 40
Reports (Continued)
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Job Profile
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Leave balance report
Leave monthly summary report
Leave taken summary report
Employees leave calendar
Employees calendar for manager employee
Leave record report
Leave adjustments report
Leave accrual report
Leave transactions report
Leave taken summary report
Leave balance report
Qualification and membership
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Access rights matrix report
Leave
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Job profile report
List of vacancies report
Access Rights Matrix
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SCORM tracking report
Training history report
List of employees with their Qualification details
List of employees with their Membership details
Institutions library
Qualification library
Last Run Reports: this shows a list of ten reports an employee ran last
Manage Reporting Structure: an administrator can build reports and add them to the appropriate tree
structure using folders
 Add Folder
 Edit Folder
 Delete Folder
 Add Report
 Edit Report
 Delete Report
Page 41
Dashboards
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A graphical representation of the data in your organisation provide you with a quick and clear overview of
pre-defined aspects of your organisation
The Dashboards module is pre-configured with a set of categories and graphs.
Different graph types are available:
 Bar graphs
 Line graphs
 Pie charts
 Doughnut charts
 Stacked bars
 Scatter graphs
Although the Dashboards module is pre-configured with certain graphs, the module allows for the quick
configuration of additional graphs
Show multiple graphs on a single summary page
View the detail / bigger version of a summary graph by clicking on the specific graph
Each graph can be
 Drilled down
 Filtered
 Export source data
Customise the size and theme of each summary and detail graph
Interface is Tablet-friendly
Can interface to external data source
Page 42
HR
LMS
PM